Absenteeism in Northern Ireland Councils 2009-10
REPORT BY THE CHIEF LOCAL GOVERNMENT AUDITOR 26 November 2010 This report has been prepared under Article 26 of the Local Government (Northern Ireland) Order 2005.
John Buchanan Chief Local Government Auditor November 2010
The Department of the Environment may, with the consent of the Comptroller and Auditor General for Northern Ireland, designate members of Northern Ireland Audit Office staff as local government auditors. The Department may also, with the consent of the Comptroller and Auditor General for Northern Ireland, designate a local government auditor as Chief Local Government Auditor.
The Chief Local Government Auditor has statutory authority to undertake comparative and other studies designed to enable him to make recommendations for improving economy, efficiency and effectiveness in the provision of services by local government bodies and to publish his results and recommendations.
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Contents
Page EXECUTIVE SUMMARY 3
Scope of the report 4
Main findings 5
REPORT 9
Absenteeism within councils 10
Absenteeism for the sector as a whole 18
Causes of absence in councils 26
Absenteeism policies in councils 29
Absenteeism targets in councils 30
Absenteeism data in councils 32
CONCLUSIONS 35
APPENDICES 37
Appendix 1: Potential gains in productivity for each Northern Ireland council (2007-10) if the lowest absenteeism rate was equalled 38
Appendix 2: Change in annual productivity for each Northern Ireland council resulting from a comparison of 200 4-07 and 2007-10 absenteeism rates 39
Appendix 3: Commentary on Northern Ireland councils’ three-year average annual absenteeism rates 40
1
Absenteeism in Northern Ireland Councils 2009-10 Executive Summary Absenteeism in Northern Ireland Councils 2009-10
Executive Summary
Scope of the report
In accordance with Article 26 of the Local Government (Northern Ireland) Order 2005, the Chief Local Government Auditor requested absenteeism data from each of the 26 district councils for the year ending 31 March 2010:
• numbers of absences; • duration of absences; • numbers of full time equivalent employees; • potential working days available; • causes of absenteeism; • absenteeism policies; and • absenteeism targets.
Unless otherwise stated the analysis contained in this report is based on the data provided by the 26 councils.
4 depression, mental health and fatigue. This is more than Main findings four times the rate of stress-related absence recorded in Magherafelt District Council, Fermanagh Absenteeism within councils District Council, Dungannon and South Tyrone Borough Council and Armagh City and District • Magherafelt District Council had the lowest average Council (paragraph 14). annual absenteeism rate of 7.91 days for the 2007-10 period. Had all councils matched the lowest average • Further commentary on each council’s three-year annual absenteeism rate, a total of £6.2 million a year average annual absenteeism is at Appendix 3 could have been gained in productivity (paragraphs 3 (paragraph 15). and 8). • Variations in absenteeism rates between councils, • Average annual absenteeism rates for four councils and the proportion of this attributable to stress- were more than double the rate recorded in related absence, appear to have no discernable Magherafelt District Council for the 2007-10 period. pattern. One factor which does vary between These were Craigavon Borough Council (17.99 councils is the management of absenteeism. We days), Derry City Council (17.15 days), Carrickfergus recommend that councils with high and rising Borough Council (16.90 days) and Ballymoney absenteeism rates should review their own Borough Council (16.28 days)(paragraphs 3 and 4). management practices and benchmark these against those councils with low and falling absenteeism rates • Down District Council had the largest increase in (paragraphs 18, 19 and 20). average annual absenteeism rate. The rate of 14.79 days recorded for the 2007-10 period is 4.92 days or • The most frequent change in council practices, almost 50 per cent more than the 2004-07 rate of where reductions in absenteeism have been 9.86 days. This represents an average annual sustained over a period of years, is the increased productivity loss of £190,000 for the Council. No involvement of both senior and line management in other council experienced a productivity loss over the oversight of absenteeism (paragraph 21). the two periods in excess of £100,000 (paragraphs 5 and 12).
• Of the 18 councils showing an improvement over Absenteeism for the sector as a whole the two periods, Cookstown District Council • The 26 Northern Ireland councils employed a total improved the most with a significant reduction in its of 9,841 full time equivalent staff in 2009-10. During absenteeism rate of 5.4 days from 14.20 days in this period almost 122,000 working days were lost 2004-07 to 8.80 days in 2007-10 (paragraphs 6 as a result of sickness absence. This represents an and 11). average absenteeism rate of 12.39 days, or two and a half weeks of absence, for each employee during • Improved absenteeism has led to Lisburn City 2009-10 (paragraph 26). Council gaining £1.4 million in additional productivity since a peak absenteeism rate in 2000- • The 2009-10 absenteeism rate reflects a marginal 03. From 2002-05 Belfast City Council and Newry reduction of 0.04 days when compared to the 2008- and Mourne District Council have gained £2.7 09 rate of 12.43 days. This absenteeism rate for all million and £1.4 million respectively as a result of Northern Ireland councils is now lower than any steadily reducing their absenteeism rates (In focus annual rate recorded this decade and is a reduction analysis pages 17, 25 and 33). of 2.28 days (16 per cent) from the peak recorded in 2002-03. Increased staff efficiency will be particularly • In Ballymoney Borough Council, 46 per cent of total welcome for councils given the current economic days lost due to absenteeism was caused by stress, climate (paragraph 27).
5 Absenteeism in Northern Ireland Councils 2009-10
Executive Summary
• The level of absence due to swine flu in Northern Causes of absence in councils Ireland councils during 2009-10 was relatively low and had only a small impact on absenteeism, • In 2009-10 all councils reported summary accounting for one per cent of the total absenteeism information on the causes of absence, and for this reported. The 2009-10 absenteeism rate in report we modified the classification to take specific Northern Ireland councils would have fallen by a account of absences in 2009-10 as a result of swine further 0.12 days to 12.27 days had absences caused flu (paragraph 45). by swine flu been excluded (paragraph 29). • While stress, depression, mental health and fatigue • Increased staff costs of £19 million in 2009-10, when remain the largest cause of days lost due to combined with the marginally reduced absenteeism absenteeism (22 per cent), the 2009-10 figure rate, have increased the cost of lost productivity due represents a one per cent reduction from the to absence in Northern Ireland councils by £0.9 previous year. Lost productivity due to stress- million from £15.5 million in 2008-09 to £16.4 related absenteeism has risen from £3.5 million in million in 2009-10 (paragraph 30). 2008-09 to £3.6 million in 2009-10 as the falling rate has been offset by increased staff costs. Absences • Reflecting the reduction in the absenteeism rate for due to this cause of illness last more than five weeks the sector as a whole, annual absenteeism rates for on average (paragraphs 46 and 51). 2009-10 fell in 15 councils when compared to 2008- 09 (paragraph 31). • There was little variation in the causes of absence in Northern Ireland councils between 2008-09 and • Across Northern Ireland councils, 42 per cent of full 2009-10 (paragraph 48). time equivalent employees (4,169) had no absence during 2009-10. This is a marked increase from the 40 per cent recorded in 2008-09. For twelve councils Absenteeism policies in councils the proportion of full time equivalent staff with no absence increased year-on-year over the 2007-10 • All councils have a written absenteeism policy with period (paragraph 33). the exception of Magherafelt District Council. However, we recommend all councils including • Although the absenteeism rate for Northern Ireland Magherafelt District Council should establish written councils is lower than both the Northern Ireland absenteeism policies which are subject to councillor Housing Executive rate and the Northern Ireland approval and published for the benefit of ratepayers, Health Service rate, it is higher than the latest electors and council staff. We recommend that available Northern Ireland Civil Service rate councils monitor adherence to their policies and (paragraph 34). revise them when necessary (paragraphs 53 and 55).
• In 2009-10, long term absence in councils represents • The number of councils periodically informing staff 67 per cent of the total time lost due to of absence levels has increased from 20 in 2008-09 absenteeism and costs £11 million in lost to 21 in 2009-10. It is our view that councils should productivity. We recommend that particular make all staff aware of absence statistics on a attention is paid to the management of long term regular basis to emphasise the importance of absence when councils benchmark their absenteeism absenteeism and the effect it has on council management practices (paragraphs 42, 43 and 44). services (paragraph 57).
• 21 councils have implemented a stress or mental health policy. As stress-related absence remains the single largest cause of days lost due to absenteeism
6 in Northern Ireland councils, we particularly Absenteeism data in councils welcome the action being taken by some councils to address this. It is our view that all councils should be • We asked for completed absenteeism data proactive in their management of stress-related questionnaires to be returned by 30 June 2010. 18 absenteeism (paragraphs 58 and 59). councils had submitted responses on or before this date. Castlereagh Borough Council was again the last council to submit a return on 31 August 2010, Absenteeism targets in councils more than 8 weeks after the due date (paragraphs 72 and 73). • There is currently no requirement for Northern Ireland councils to set long term targets for the • We recommend that all councils should ensure reduction of absenteeism. In 2009-10, 19 of the 26 absenteeism data is compiled on a timely basis and councils had established corporate or departmental its accuracy tested (paragraph 74). level targets for managing absenteeism rates (paragraphs 61 and 62). • The effective management of absenteeism in councils requires reliable absence data. Councils should • Of the 19 councils with absenteeism reduction ensure the integrity of the data used to calculate and targets in place for 2009-10, 17 indicated to us that monitor absenteeism rates and to set absenteeism they notified staff of the target. As with past targets (paragraph 76). absenteeism performance we recommend future targets are communicated to staff (paragraph 67). • In general we noted an improvement in the quality of absenteeism data presented by councils. We • We recommend that councils with higher commend those councils who provided us with absenteeism rates should benchmark their good quality absenteeism information by 30 June management practices against councils with lower 2010. This improvement has enabled the earlier absenteeism rates (paragraph 20). This should include publication of this report (26 November 2010 as the establishment and monitoring of targets which, opposed to 11 December 2009 for the 2008-09 over an established timeframe, will assist councils to report) (paragraphs 74 and 78). focus on progress towards absenteeism levels which match, or improve upon, the lowest rates currently found in Northern Ireland councils (paragraph 69).
• Of the 19 councils with established absenteeism reduction targets, 17 indicated their target had been approved by councillors. Given the importance of absenteeism management, and the potential productivity gains arising from falling absenteeism rates, we recommend that the absenteeism policies established by councils should be approved at the highest level (paragraph 70).
• It is disappointing to note that in a period of improving absenteeism only 7 of the 19 councils were able to meet the 2009-10 absenteeism target they had set. Councils should ensure the targets set for absenteeism are challenging but at the same time realistic (paragraph 71).
7
Absenteeism in Northern Ireland Councils 2009-10 Report Absenteeism in Northern Ireland Councils 2009-10
Report
Absenteeism within councils position for each council. All councils should, however, continue to monitor their absenteeism 1. For the purposes of this section of the report, regularly as part of an ongoing process of absenteeism data for each council has been analysed absenteeism management. over a three-year period and an average annual absenteeism rate 1 derived for the period. This 2. Figure 1 sets out the three-year average annual counters the impact of annual fluctuations in absenteeism rate for each council for the period absenteeism which could distort our findings, April 2007 to March 2010 2. Absenteeism rates particularly within smaller councils (paragraph 25). calculated for the previous three-year period, April The resulting three-year derived rate provides a 2004 to March 2007, allow comparisons between the better illustration of the underlying absenteeism two periods to be made.
1 Three-year average annual absenteeism rates for each Northern Ireland council 3
Average annual absenteeism rates for 2007-10 range from 7.91 to 17.99 days. The rates for four councils are more than double the lowest rate.
Three-year period Three-year period Movement 200 4-07 (days) 2007-10 (days) (days) Magherafelt District Council 7.44 7.91 0.47 Armagh City and District Council 9.68 8.17 -1.52 Fermanagh District Council 9.21 8.62 -0.58 Lisburn City Council 10.01 8.67 -1.33 Cookstown District Council 14.20 8.80 -5.40 Omagh District Council 14.15 10.99 -3.16 Castlereagh Borough Council 10.23 11.27 1.05 Strabane District Council 11.83 11.42 -0.41 Newtownabbey Borough Council 12.64 11.56 -1.08 Antrim Borough Council 12.69 11.67 -1.02 Limavady Borough Council 14.86 12.09 -2.77 Belfast City Council 15.90 12.44 -3.46 Dungannon and South Tyrone Borough Council 13.41 12.59 -0.82 Ballymena Borough Council 11.22 12.81 1.59 North Down Borough Council 12.65 13.13 0.48 Banbridge District Council 10.43 13.22 2.78 Newry and Mourne District Council 16.87 13.54 -3.34 Ards Borough Council 13.08 14.04 0.96 Moyle District Council 15.46 14.06 -1.40 Down District Council 9.86 14.79 4.92 Coleraine Borough Council 15.32 14.88 -0.44 Larne Borough Council 20.32 15.47 -4.85 Double the lowest rate (Magherafelt District Council) 15.82 Ballymoney Borough Council 16.59 16.28 -0.31 Carrickfergus Borough Council 19.67 16.90 -2.77 Derry City Council 17.32 17.15 -0.16 Craigavon Borough Council 16.63 17.99 1.36
Source: Northern Ireland councils
10 3. With 7.91 days, Magherafelt District Council had increase in absenteeism rates between 2007-08 and the lowest average annual absenteeism rate for the 2009-10. 2007-10 period. The equivalent absenteeism rates for four councils (Craigavon Borough Council 8. The average annual staff cost for each council for (17.99 days), Derry City Council (17.15 days), the 2007-10 period is set out in Figure 2. By Carrickfergus Borough Council (16.90 days) and applying the three-year average absenteeism rates Ballymoney Borough Council (16.28 days)) were (Figure 1) to these figures, we have derived the more than double the rate recorded in Magherafelt average annual lost productivity arising for each District Council. council. They range from £180,000 in Magherafelt District Council to £4.1 million in Belfast City 4. The council with the highest average annual Council. Had all councils matched the lowest absenteeism rate was Craigavon Borough Council average annual absenteeism rate of 7.91 days with 17.99 days for the 2007-10 period. recorded by Magherafelt District Council, a total of £6.2 million a year could have been gained in 5. The council that experienced the largest increase in productivity ( Figure 2 and Appendix 1 ). its average annual absenteeism rate was Down District Council. The rate of 14.79 days recorded for 9. Councils with higher rates of absenteeism will the 2007-10 period is 4.92 days or almost 50 per secure the greatest proportionate productivity gains cent more than the 2004-07 rate of 9.86 days. by a reduction to the rate recorded for Magherafelt Banbridge District Council was the only other District Council. In the case of Craigavon Borough council to experience an increased average annual Council a reduction in absenteeism rate, from the absenteeism rate of more than two days, recording a current rate of 17.99 days to 7.91 days, would lead movement of 2.78 days across the two periods. to potential productivity gains of £651,000, equivalent to 4.5 per cent of staff costs. 6. Of the 18 councils showing an improvement over the two periods, Cookstown District Council improved most with a reduction in its absenteeism rate of 5.40 days. At this council the average annual absenteeism rate reduced from 14.20 days in 2004- 07 to 8.80 days in 2007-10. A notable reduction was also recorded in Larne Borough Council (4.85 days).
7. Within the three-year period 2007-10, five of the six councils with the highest absenteeism rates at the beginning of the period, and 11 councils in total, recorded a year-on-year reduction in absenteeism. Only two councils experienced a year-on-year
1 The absenteeism rate is the average number of days a full time equivalent employee was absent in a period. The absenteeism rate is measured in working days lost per full time equivalent employee, referred to as ‘days’ in this report. If an employee who works reduced hours is absent, the absence is calculated on a full time equivalent basis. 2 Average annual absenteeism rates for April 2006 to March 2009 were reported in Absenteeism in Northern Ireland Councils 2008-09 [PC2650 12/09]. These rates have not been compared with the periods 2004-07 and 2007-10, included in this report, due to their overlapping nature. 3 Marginal alterations have been made to the 2004-07 figures originally published in the Absenteeism in Northern Ireland councils 2006-07 report due to a revision to our calculations of three-year absenteeism rates. In 24 councils the changes made amounted to 0.06 days or less; in one council the difference was 0.10 and in another it amounted to 0.15.
11 Absenteeism in Northern Ireland Councils 2009-10
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2 Average annual staff costs and associated potential gains in productivity for each Northern Ireland council (2007-10) if the lowest absenteeism rate was equalled
Annual gains of £6.2 million in productivity could be made if all councils matched the lowest absenteeism rate reported by Magherafelt District Council.
Average annual Average annual Average annual Average annual staff costs lost productivity potential potential 2007-10 2007-10 productivity gains productivity gains (£’000) (£’000) based on an based on an absenteeism rate absenteeism rate of 7.91 days of 7.91 days (% of staff costs) (£’000) Magherafelt District Council 5,062 180 0.0 0.0 Armagh City and District Council 9,000 327 0.1 10 Fermanagh District Council 7,563 293 0.3 24 Lisburn City Council 13,331 519 0.3 46 Cookstown District Council 5,799 228 0.4 23 Omagh District Council 8,503 415 1.4 116 Castlereagh Borough Council 9,784 493 1.5 147 Strabane District Council 5,390 274 1.6 84 Newtownabbey Borough Council 11,283 597 1.7 188 Antrim Borough Council 8,110 409 1.6 132 Limavady Borough Council 4,449 237 1.8 82 Belfast City Council 73,864 4,079 2.0 1,485 Dungannon and South Tyrone Borough Council 7,384 418 2.1 155 Ballymena Borough Council 8,803 500 2.2 191 North Down Borough Council 10,199 594 2.3 236 Banbridge District Council 5,546 327 2.4 131 Newry and Mourne District Council 12,195 742 2.5 308 Ards Borough Council 10,211 659 2.8 288 Moyle District Council 3,432 208 2.7 91 Down District Council 8,545 570 3.1 265 Coleraine Borough Council 9,047 604 3.1 283 Larne Borough Council 5,125 354 3.4 173 Ballymoney Borough Council 3,754 273 3.7 140 Carrickfergus Borough Council 5,027 381 4.0 203 Derry City Council 17,271 1,343 4.2 724 Craigavon Borough Council 14,446 1,162 4.5 651
Total 6,176
Source: Chief Local Government Auditor (see Appendix 1)
12 3 Changes in average annual productivity for each Northern Ireland council resulting from a comparison of 2004-07 and 2007-10 absenteeism rates
Changes in average annual productivity resulting from a comparison of 2004-07 and 2007-10 absenteeism rates range from a gain in Belfast City Council of £1,135,000 to a loss in Down District Council of £190,000.
Average absenteeism Average annual Movement in Average annual rate for the 2007-10 staff costs three-year increased period 2007-10 rate from productivity (days) (£’000) 2004-07 to gain/loss 2007-10 based on 2007-10 (days) costs using (Figure 1 )(Figure 2 )(Figure 1 ) 2004-07 rate (£’000) Magherafelt District Council 7.91 5,062 0.47 -11 Armagh City and District Council 8.17 9,000 -1.52 61 Fermanagh District Council 8.62 7,563 -0.58 20 Lisburn City Council 8.67 13,331 -1.33 80 Cookstown District Council 8.80 5,799 -5.40 140 Omagh District Council 10.99 8,503 -3.16 119 Castlereagh Borough Council 11.27 9,784 1.05 -46 Strabane District Council 11.42 5,390 -0.41 10 Newtownabbey Borough Council 11.56 11,283 -1.08 56 Antrim Borough Council 11.67 8,110 -1.02 36 Limavady Borough Council 12.09 4,449 -2.77 54 Belfast City Council 12.44 73,864 -3.46 1,135 Dungannon and South Tyrone Borough Council 12.59 7,384 -0.82 27 Ballymena Borough Council 12.81 8,803 1.59 -62 North Down Borough Council 13.13 10,199 0.48 -22 Banbridge District Council 13.22 5,546 2.78 -69 Newry and Mourne District Council 13.54 12,195 -3.34 183 Ards Borough Council 14.04 10,211 0.96 -45 Moyle District Council 14.06 3,432 -1.40 21 Down District Council 14.79 8,545 4.92 -190 Coleraine Borough Council 14.88 9,047 -0.44 18 Larne Borough Council 15.47 5,125 -4.85 111 Ballymoney Borough Council 16.28 3,754 -0.31 5 Carrickfergus Borough Council 16.90 5,027 -2.77 62 Derry City Council 17.15 17,271 -0.16 13 Craigavon Borough Council 17.99 14,446 1.36 -88
Source: Chief Local Government Auditor (see Appendix 2)
10. At Figure 3 and Appendix 2 we have estimated the between the 2004-07 and 2007-10 periods, as shown gain or loss in average annual productivity resulting in Figure 1 . from the change in council absenteeism rates
13 Absenteeism in Northern Ireland Councils 2009-10
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11. With £73.9 million of staff costs, the reduction by Belfast City Council in its absenteeism rate of 3.46 4 Three-year average proportion of days lost days between 2004-07 and 2007-10 has led to an due to stress, depression, mental health and average annual productivity gain of £1.1 million. fatigue for each Northern Ireland council Although Cookstown District Council has much (2007-10) smaller staff costs (£5.8 million), the 5.4 day reduction in its absenteeism rate over the same period represents an average annual productivity gain The average proportion of days lost due to stress-related absence ranges from 8 to 46 per cent. of £140,000. Proportion of days lost due to 12. Down District Council’s increased absenteeism rate stress, depression, mental of 4.92 days between 2004-07 and 2007-10 health and fatigue represents an average annual productivity loss of (%) £190,000 for the Council. No other council Ballymoney Borough Council 46 experienced a productivity loss over the two periods Craigavon Borough Council 33 in excess of £100,000. Coleraine Borough Council 30 Down District Council 30 13. At paragraph 46 we have noted that stress, depression, Castlereagh Borough Council 29 mental health and fatigue is the largest cause of Larne Borough Council 29 absenteeism in Northern Ireland councils and is Limavady Borough Council 25 responsible, on average, for 22 per cent of total days Moyle District Council 25 lost. Figure 4 sets out for all councils the proportion Ballymena Borough Council 24 of absenteeism caused by stress-related absence in Derry City Council* 24 the period 2007-10. Belfast City Council 24 14. In Ballymoney Borough Council, 46 per cent of total Strabane District Council 24 days lost due to absenteeism was caused by stress, Antrim Borough Council 23 depression, mental health and fatigue. This is more Carrickfergus Borough Council 21 than four times the rate of stress-related absence Banbridge District Council 19 recorded in Magherafelt District Council, Fermanagh Newry and Mourne District Council 19 District Council, Dungannon and South Tyrone Lisburn City Council 18 Borough Council and Armagh City and District Ards Borough Council 17 Council. Although remaining as the council with the Omagh District Council 17 largest proportion of days lost caused by stress, Cookstown District Council 16 depression, mental health and fatigue , Ballymoney North Down Borough Council 14 Borough Council was one of only five councils to Newtownabbey Borough Council 13 experience a year-on-year reduction in stress-related absence during the 2007-10 period. Armagh City and District Council 11 Dungannon and South Tyrone Borough Council 10 15. Further commentary on each council’s three-year Fermanagh District Council 10 average annual absenteeism is at Appendix 3 . Magherafelt District Council 8
16. In the short term, it is unlikely that lower * Information on causes of absence was not available for absenteeism rates would result in reduced staff costs 2007-08 for this Council therefore its average is based on 2 years. for councils through a reduction in staff numbers. However, lower absenteeism rates would give rise to Source: Northern Ireland councils increased productivity due to higher levels of
14 attendance. Hence the comparisons between benchmarking is in progress and where increased councils consider the potential for gains in management attention to absenteeism has been productivity (paragraph 8). In the longer term, matched by reductions in absenteeism rates. councils should have the option of either maintaining increased levels of productivity or alternatively 21. We recognise that line managers have a key role to reducing staff numbers and costs. play if a council is to implement effective absenteeism management procedures. Several 17. An immediate benefit of lower absenteeism should councils informed us that they provide line managers be a tangible reduction in overtime and temporary with specific absenteeism management training, to staff costs. We recommend councils monitor these enable them to perform their role to a higher costs to ensure that falling absenteeism is reflected standard and to promote consistency across their in cost reductions. Similarly we recommend that organisations. Ensuring line managers are equipped councils with increasing absenteeism rates should to be an effective part of a council’s processes to monitor the additional costs resulting through address absenteeism should be a particular priority overtime and the employment of temporary staff. for those councils with high or rising absenteeism rates. The most frequent change in council practices, 18. Variations in absenteeism rates between councils, where reductions in absenteeism have been and the proportion of this attributable to stress- sustained over a period of years, is the increased related absence, appear to have no discernable involvement of both senior and line management in pattern. It is unlikely that differences in activity have the oversight of absenteeism. been a factor. For the most part, councils operate within the same legislative framework, providing 22. It is our view that the potential gains in productivity essentially the same services. In addition, neither the for councils noted in Figure 2 are both significant and size of a council, nor its geographical location, attainable. We accept, however, that councils with appears to significantly influence its absenteeism rate. high absenteeism rates are likely to take longer to High and low absenteeism rates are found in both realise these gains. large and small councils, and in both urban and rural councils. Similarly, there appears to be no 23. For this, and previous Absenteeism in Northern relationship between the political control of councils Ireland Councils reports, we have recorded statistics and absenteeism. which span the last decade. In this current report we have included ‘ in focus analysis ’ of three councils 19. One factor which does vary between councils is the where a sustained change in absenteeism has had a management of absenteeism. This report addresses significant ongoing impact on the councils’ staff three absenteeism management issues at a high level: productivity (pages 17, 25 and 33). policies (paragraphs 53 to 60); targets (paragraphs 61 to 71); and data (paragraphs 72 to 78). Our review is 24. Due to the postponement in implementation of the not detailed enough to link specific management Review of Public Administration (RPA) we have not practices with absenteeism rates or causes of provided figures on post-RPA councils in this report. absence but research elsewhere 4 has shown the The Minister of the Environment wrote to the significant impact that effective management has in Speaker of the Assembly on 15th June 2010 to advise reducing absenteeism. on progress with the local government reform programme 5. He commented that 20. We recommend that councils with high and rising absenteeism rates should review their own “The Executive has now considered all of the issues management practices and benchmark these against around the delivery of the local government reform those councils with low and falling absenteeism programme and we have concluded that it will not rates. We have noted cases where such now be possible to create the eleven new councils
4 Cabinet Office: Working Well Together, 1998; The Work Foundation: Attendance management, 2003; and Chartered Institute of Personnel and Development: Absence Management, 2006; CBI: On the path to recovery: Absence and workplace health survey, 2010
15 Absenteeism in Northern Ireland Councils 2009-10
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together with their new functions in 2011 as 25. Unless otherwise stated, references to Northern planned... Ireland councils in the remaining sections of this report reflect an annual position, as opposed to the “I regret that the Executive have not yet reached three-year derived annual absenteeism rates agreement on an alternative delivery timetable, but I calculated for individual council analysis. When can say that the Executive remains committed to grouped together, Northern Ireland councils provide delivering our vision for local government... That is absenteeism data which is less susceptible to year- why I will be bringing fresh proposals on a delivery on-year fluctuations. timetable before the Executive over the summer, with a view to reaching agreement within the Executive and providing clarity on the delivery timetable for all those affected by or with an interest in local government reform.”
As this report was being prepared, new proposals on RPA had not yet been brought before the Executive.
5 Minister of Environment’s letter to the Speaker http://www.doeni.gov.uk/sub_346-10_signed_letter_to_speaker.pdf
16 In Focus Analysis: Belfast City Council Improved absenteeism since 2002-05 has led to a £2.7 million gain in additional staff productivity
23
Belfast City Council
18 Northern Ireland council annual average
13
Peak rate in 2002-05 8 2000-03 2001-04 2002-05 2003-06 2004-07 2005-08 2006-09 2007-10
The Belfast City Council absenteeism rate peaked at 16.31 days in 2002-05. It has steadily reduced to 12.44 days in 2007-10, a reduction of 3.87 days from the peak.
By reducing the absenteeism rate from its peak of 16.31 days Belfast City Council has obtained £2.7 million in additional staff productivity over the period 2002-05 to 2007-10.
17 Absenteeism in Northern Ireland Councils 2009-10
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Absenteeism for the sector 5 Combined absenteeism data for the 26 as a whole Northern Ireland councils (2008-09 and 2009-10) 26. The 26 Northern Ireland councils employed a total of 9,841 full time equivalent staff in 2009-10. During The 2009-10 absenteeism rate reduced to 12.39 days. this period almost 122,000 working days were lost as a result of sickness absence. This represents an 2008-09 2009-10 average absenteeism rate of 12.39 days 6, or two and Potential working days available 2,182,756 2,208,761 a half weeks of absence, for each employee during Number of full time equivalent 9,753 9,841 2009-10 ( Figure 5 ). employees Days lost due to absence 121,214 121,898 27. The 2009-10 absenteeism rate reflects a marginal Lost productivity rate (per cent) 5.55% 5.52% reduction of 0.04 days when compared to the 2008- Average absenteeism rate (days) 12.43 12.39 09 rate of 12.43 days. This continued reduction means the absenteeism rate for all Northern Ireland Source: Northern Ireland councils councils is lower than any annual rate recorded this decade and is a reduction of 2.28 days (16 per cent) from the peak recorded in 2002-03. Increased staff efficiency will be particularly welcome for councils given the current economic climate ( Figure 6 ).
6 Northern Ireland council absenteeism rates since 2000-01
The absenteeism rate for 2009-10 is marginally lower than 2008-09 and 2.28 days (16 per cent) lower than the peak rate in 2002-03.
15 14.67 14.50 14.61 14
t 13.73 13.82 s 13.67 13.70 o L
s 13 13.20 y a D 12.43 e 12.39
g 12 a r e v A 11
10 2000-01 2001-02 2002-03 2003-04 2004-05 2005-06 2006-07 2007-08 2008-09 2009-10
Source: Chief Local Government Auditor
6 The average absenteeism rate for 2009-10 is the mean rate for all 9,841 full time equivalent staff in Northern Ireland councils. The median absenteeism rate across all 26 councils for 2009-10 is 11.77 days.
18 28. There has been a seven per cent increase in gross staff costs in Northern Ireland councils, from £280 7 Comparison of the cost of absenteeism in million in 2008-09 to £299 million in 2009-10 ( Figure Northern Ireland councils (2008-09 and 7). The main factors contributing to this rise of £19 2009-10) million were The projected 2009-10 cost of absenteeism is £16.4 million.
• councils employed an additional 88 full time 2008-09 2009-10 equivalent staff; Average absenteeism rate (days) 12.43 12.39 • some councils implemented revised grading Lost productivity rate (per cent) 5.55 5.52 agreements; Gross staff costs (£m) 280 299 Projected cost of absenteeism (£m) 15.5 16.4 • council pension contributions increased by one per cent. Source: Northern Ireland councils
29. During 2009 there was a risk that the swine flu pandemic could have a severe impact on public services including councils. Swine flu is a respiratory illness caused by a new strain of the flu A virus named ' Pandemic (H1N1) 2009 ' by the World Health Organization. On 10 August 2010 the Director-General of the World Health Organization announced that the world has moved into the post- pandemic period of the H1N1 (2009) influenza pandemic 7. The announcement was made following a meeting of its Emergency Committee which reviewed global epidemiological data indicating that the flu virus, worldwide, is transitioning towards seasonal flu characteristics and patterns of transmission. The level of absence due to swine flu in Northern Ireland councils during 2009-10 was relatively low. It had only a small impact on absenteeism with swine flu accounting for one per cent of the total absenteeism reported (Figure 16). The 2009-10 absenteeism rate in Northern Ireland councils would have fallen by a further 0.12 days to 12.27 days had absences caused by swine flu been excluded.
7 World Health Organisation http://www.who.int/csr/disease/swineflu/en/index.html
19 Absenteeism in Northern Ireland Councils 2009-10
Report
30. Increased staff costs of £19 million in 2009-10, when rates for 2009-10 fell in 15 councils when compared combined with the marginally reduced absenteeism to 2008-09. The extent of these reductions ranged rate, have increased the cost of lost productivity due from 1 to 36 per cent. to absence in Northern Ireland councils by £0.9 million from £15.5 million in 2008-09 to £16.4 32. Across Northern Ireland councils, 42 per cent of full million in 2009-10 ( Figure 7 and Figure 8 ). time equivalent employees (4,169) had no absence during 2009-10. This represents a marked increase 31. Although we recommend absenteeism performance from the 40 per cent recorded in 2008-09 and the should be benchmarked against others, the most 37 per cent recorded in 2007-08. important comparisons are to be made with performance in the same organisation or sector over time. Reflecting the reduction in the absenteeism rate for the sector as a whole, annual absenteeism
8 Cost of absence in Northern Ireland councils since 2000-01 8
Following a fall in the cost of absenteeism in 2008-09, the cost for 2009-10 has once more exceeded £16 million.
18
16 16.4 16.4 15.5 15.5
) 14 14.0 m 13.7
£ 12.8 ( 12 12.0 e c
n 10 e s
b 8 8.9 A
8.1 f o 6 t s o
C 4 2 0 2000-01 2001-02 2002-03 2003-04 2004-05 2005-06 2006-07 2007-08 2008-09 2009-10
Source: Chief Local Government Auditor
8 These costs have not been adjusted to take account of inflation.
20 33. When examining each council’s performance we have derived the average annual rate for staff with no 9 Annual average proportion of full time absence over the three-year period 2007-10. There equivalent staff with no absence in each remains considerable variation between councils, Northern Ireland council (2007-10) ranging from Armagh City and District Council (59 per cent) to Strabane District Council (27 per cent) Annual average proportion of full time equivalent staff with no (Figure 9 ). For twelve councils the proportion of full absence in 2007-10 ranges from 27 to 59 per cent. time equivalent staff with no absence increased year- Annual average on-year over the 2007-10 period. Only one council proportion of staff reported a year-on-year decrease. with no absence 2007-10 (%) Armagh City and District Council 59 Lisburn City Council 55 Castlereagh Borough Council 53 Ballymena Borough Council 49 Antrim Borough Council 47 Larne Borough Council 47 Magherafelt District Council 46 Down District Council 46 Craigavon Borough Council 42 Omagh District Council 42 Fermanagh District Council 42 Moyle District Council 41 Ballymoney Borough Council 41 Derry City Council 40 North Down Borough Council 39 Newtownabbey Borough Council 36 Belfast City Council 36 Coleraine Borough Council 35 Cookstown District Council 35 Limavady Borough Council 35 Banbridge District Council 35 Carrickfergus Borough Council 33 Newry and Mourne District Council 32 Dungannon and South Tyrone Borough Council 32 Ards Borough Council 30 Strabane District Council 27
Note that Councils first reported the proportion of full time equivalent staff with no absence in their 2007-08 returns. Three year averages have been available for the first time this year.
Source: Northern Ireland councils
21 Absenteeism in Northern Ireland Councils 2009-10
Report
34. The absenteeism rate for Northern Ireland councils paragraph 20, we recommend that councils with as a sector is lower than both the Northern Ireland higher absenteeism rates benchmark their Housing Executive rate and the Northern Ireland management practices against councils with lower Health Service rate, but higher than the latest absenteeism rates. Significant improvements by available Northern Ireland Civil Service rate ( Figure councils with high absenteeism rates would close the 10 ). Statistics for the Northern Ireland Civil Service current absenteeism gap between the Northern do not include the small proportion of staff Ireland council sector and the equivalent sector in designated as industrial staff. the rest of the UK.
35. The latest available absenteeism rate for local 37. As was the case when comparing one council with authorities in England and Wales (2008-09, 9.2) has another, absenteeism comparisons for the sector as improved by 0.2 days from the 2007-08 rate and a whole consider the potential for gains in remains more than 3 days lower than the 2009-10 productivity. rate for Northern Ireland councils. Public sector absenteeism across the UK is generally recorded at 38. The 2009-10 absenteeism rate in Northern Ireland higher levels than the private sector. councils is 35 per cent higher than the rate recorded for England and Wales local authorities in 2008-09 36. Currently only five Northern Ireland councils have (2009-10 figures were not available). Had the average absenteeism rates below the latest available Northern Ireland rate been similar to that of the average for England and Wales local authorities. At latest available rate in England and Wales local
10 Absenteeism rates in relevant employment sectors 9
The 2009-10 absenteeism rate for Northern Ireland councils is lower than that of the Northern Ireland Housing Executive and the Northern Ireland Health Service but higher than the latest available rate for the Northern Ireland Civil Service.
2008-09 (days) 2009-10 (days) Northern Ireland Housing Executive 10 13.20 13.60 Northern Ireland Health Service 11 12.79 12.59 Northern Ireland councils 12.43 12.39 Northern Ireland Civil Service 12 11.00 - England and Wales local authorities 13 9.20 - UK Economy 14 6.70 6.40
Source: Chief Local Government Auditor
9 There is no single rate available for the Northern Ireland Education and Library Boards. Comparisons have not been made with the education sector at this time. 10 Northern Ireland Housing Executive: 39th Annual Report 1 April 2009 to 31 March 2010 11 Department of Health, Social Services and Public Safety: Base information from Monitoring of Human Resource Activity reports (available at www.dhsspsni.gov.uk ); days lost figures calculated by NIAO. 12 Northern Ireland Statistics and Research Agency: Analysis of Sickness Absence in the NI Departments 2008/2009. As this report was being prepared 2009-10 statistics for NI Departments were not available. 13 Local Government Employers/Local Government Association: Local Government Sickness Absence Levels and Causes Survey 2008-2009. There were no publicly available reports on absence in England & Wales Local Authorities for 2009-10. 14 Confederation of British Industry: On the path to recovery (Absence and workplace health survey 2010) , (based on a survey of 241 employers with 1.28 million employees. This is a calendar year figure for 2009.)
22 authorities, the gain in productivity would have been 40. Absences were classified as short term or long term, £4.2 million ( Figure 11 ), or a gain of 138 staff in post with a long term absence defined as lasting 20 or at no additional cost. more working days. Councils reported that 12 per cent of 2009-10 absences were long term ( Figure 39. Reducing the Northern Ireland council absenteeism 12 ), an increase from 11 per cent reported in 2008- rate to that of the Northern Ireland Civil Service 09. Councils reported that 65 employees had been would have resulted in a gain of £1.9 million on on long term sickness absence and no longer in council productivity ( Figure 11 ), or 63 more staff in receipt of pay. post throughout the year at no additional cost.
11 Comparison of the costs of absenteeism across relevant employment sectors
Reducing the Northern Ireland council absenteeism rate to that of other employment sectors would result in varying gains in productivity
England and Wales Local Authorities Absenteeism £12.2m £4.2m Rate (9.20 days, 2008-09)
Northern Ireland Civil Service Absenteeism Rate £14.5m £1.9m (11.0 days, 2008-09)
Northern Ireland Council Absenteeism Rate £16.4m (12.43 days, 2009-10)
£0m £4m £8m £12m £16m £20m
Gain in productivity
Source: Chief Local Government Auditor
12 Analysis of 2009-10 absences in Northern Ireland councils by duration
12 per cent of absences were long term. Short Term Long Term All Absences Days lost due to absence 39,949 81,949 121,898 Number of absences 10,590 1,487 12,077 Average length of an absence (days) 4 55 10 Days lost due to absence (per cent) 33 67 100 Absences (per cent) 88 12 100
Source: Northern Ireland councils
23 Absenteeism in Northern Ireland Councils 2009-10
Report
41. The proportion of absences classified as long term in councils into other parts of the Northern Ireland Northern Ireland councils is at least 50 per cent public sector. higher than that found in the UK economy 15 , where five to eight per cent of absences were classified as 43. In 2009-10, long term absences cost councils £11 long term ( Figure 13 ). million in lost productivity. If councils reduced the proportion of long term absence by at least 50 42. The larger proportion of long term absences in per cent to that found in the UK economy, the councils has a significant impact on the cost of cost of long term absence could be reduced by absenteeism. The most recent CBI survey on over £7 million. absence within the UK economy 16 reports that long term absence represents 22 per cent of the total 44. At paragraph 20 we recommend that councils with time lost due to absence. In Northern Ireland higher absenteeism rates should benchmark their councils, 67 per cent of the total time lost due to management practices against councils with lower absence in 2009-10 was as a result of long term absenteeism rates. Given the relatively high levels of absence. The proportional cost of long term absence long term absenteeism in councils, and the in the Northern Ireland Civil Service in 2008-09 (71 associated costs, this benchmarking should pay per cent) is slightly higher than that found in particular attention to the management of long Northern Ireland councils. The issue of managing term absence. long term absences would appear to extend beyond
13 Proportion of absences and their associated cost by duration
The larger proportion of long term absences in Northern Ireland has a significant impact on absence costs.
UK Economy Absences (2009) 5-8% 92-95%
NI Council Absences (2009-10) 12% 88%
NI Civil Service Absences (2008-09) 14% 86%
UK Economy Cost (2009) 22% 78%
NI Council Cost (2009-10) 67% 33%
NI Civil Service Cost (2008-09) 71% 29%
0% 25% 50% 75% 100%
Long term Short term
Source: Chief Local Government Auditor
15 Confederation of British Industry: On the path to recovery: Absence and workplace health survey 2010 16 Confederation of British Industry: On the path to recovery: Absence and workplace health survey 2010
24 In Focus Analysis: Lisburn City Council Improved absenteeism since 2000-03 has led to a £1.4 million gain in additional staff productivity
23
Lisburn City Council
18 Northern Ireland council annual average
13
Peak rate in 2000-03 8 2000-03 2001-04 2002-05 2003-06 2004-07 2005-08 2006-09 2007-10
Lisburn City Council absenteeism peaked at 13.97 days in 2000-03. It has steadily reduced to 8.67 days in 2007-10, a decrease of 5.3 days from the peak.
By reducing the absenteeism rate from its peak of 13.97 days, Lisburn City Council has obtained £1.4 million in additional staff productivity over the period 2000-03 to 2007-10. .
25 Absenteeism in Northern Ireland Councils 2009-10
Report
47. The causes of absence in Northern Ireland councils Causes of absence in councils have been listed in Figure 14 according to total days lost (commencing with the cause of absence leading 45. Councils were asked to categorise absences by to the greatest time lost). As has been the case in cause, based on a classification developed by Local previous years the two causes leading to most Government Employers 17 . For this report we absenteeism are stress and musculoskeletal modified the classification to take specific account of problems. This trend is again reflected in Northern absences in 2009-10 as a result of swine flu. Ireland councils, with 41 per cent of days lost due to these illnesses in 2009-10. 46. While stress, depression, mental health and fatigue remains the largest cause of days lost due to absenteeism (22 per cent), the 2009-10 figure represents a one per cent reduction from the previous year. Lost productivity due to stress, depression, mental health and fatigue has however risen marginally by £0.1 million from £3.5 million in 2008-09 to £3.6 million in 2009-10 as the falling absenteeism rate has been offset by increased staff costs ( Figure 14 ).
14 Lost productivity in Northern Ireland councils by cause of absence (2009-10)
The cause of absence which results in the highest amount of lost productivity in councils is stress, depression, mental health and fatigue.
Days lost due to Days lost due to Lost productivity absenteeism absenteeism (£m) (%) Stress, depression, mental health and fatigue 26,689 22 3.6 Musculoskeletal problems 23,143 19 3.1 Stomach, liver, kidney and digestion 12,568 10 1.7 Back and neck problems 11,706 10 1.6 Infections 11,694 10 1.6 Other 11,417 9 1.5 Heart, blood pressure and circulation 6,412 5 0.9 Chest and respiratory 5,057 4 0.7 Eye, ear, nose, mouth and dental 4,022 3 0.5 Neurological 3,497 3 0.5 Genito-Urinary and gynaecological 2,270 2 0.3 Pregnancy-related 2,235 2 0.3 Swine flu 1,187 1 0.2 Total 121,898 100 16.4
Source: Northern Ireland councils
17 Local Government Employers was formerly known as the Employers’ Organisation for Local Government. It is a support organisation to England and Wales local authorities. Their classification was based primarily on those generally used in England and Wales local authorities and supplemented by the views of medical experts.
26 48. There was little variation in the causes of absence in absenteeism has increased marginally from 121,214 Northern Ireland councils between 2008-09 and to 121,898 ( Figure 5 ). These movements reflect the 2009-10 ( Figure 15 ). Categories either stayed the fact that the number of short term absences has same or changed by no more than two per cent. fallen but the number of long term absences has increased. Taken together the result has been that 49. Although the total number of absences has fallen by the average duration of an absence has increased over 800 to 12,077 in 2009-10 (a reduction of six from nine days in 2008-09 to ten days in 2009-10 per cent), the total number of days lost due to (Figure 16 ).
15 Causes of absence in Northern Ireland councils for 2008-09 and 2009-10
Categories either stayed the same or changed by no more than two per cent.
25 Northern Ireland Councils (2008-09)
20 Northern Ireland Councils (2009-10) t s o l
s y
a 15 d
f o
e g a t 10 n e c r e P 5
0 r l l l e s e s s n n ry a a d a lu u m h m n io io o t ic te ic F ig e t e io t t t n g a g t l O l t s la a e l e a b b c e u ir d lo e lo in f ro ro fe ig c p d o -r o d p p n d r s r y c w n l I i e n u c e S a a k d c r a e n a t c n d d h N a n th le e a n n t n y l n y a a u g g a ke d e o e e s n re t m r d h o n u s , P n l l a id s e e a a u k k s h s y t c c r, e C o r n s a e r n a e u B v p , n m M li r i , , d a r n h o e -u o c lo , o i a b e it s , y n s m t E e re o r p t a G e S e d H , ss e tr S
Source: Chief Local Government Auditor
27 Absenteeism in Northern Ireland Councils 2009-10
Report
16 Number of absences recorded by Northern Ireland councils for each cause (2009-10)
Infections and stomach, liver, kidney and digestion ailments cause 45 per cent of all absences.
Days lost due to Absences Average Absence absenteeism duration (%) (days)
Infections 11,694 2,816 4 23 Stomach, liver, kidney and digestion 12,568 2,704 5 22 Musculoskeletal problems 23,143 1,202 19 10 Stress, depression, mental health and fatigue 26,689 960 28 8 Back and neck problems 11,706 926 13 8 Other 11,417 912 13 8 Eye, ear, nose, mouth and dental 4,022 713 66 Chest and respiratory 5,057 673 86 Neurological 3,497 502 74 Pregnancy-related 2,235 175 13 1 Swine flu 1,187 168 71 Genito-Urinary and gynaecological 2,270 166 14 1 Heart, blood pressure and circulation 6,412 160 40 1 Totals (2009-10) 121,898 12,077 10 100 Totals (2008-09) 121,214 12,892 9
Source: Northern Ireland councils
50. For 2009-10, 45 per cent of all absences in Northern environment. The Health and Safety Executive Ireland councils were due to either infections or encourages organisations to tackle work-related stomach, liver, kidney and digestion illnesses. The average stress in order to reduce sickness absence, to benefit duration of these absences, four and five days the business and to comply with the law. It respectively, remains less than all other causes of recommends that organisations assess the risk of absence ( Figure 16 ). stress-related ill health arising from work activities and take measures to control that risk. The Health 51. Absences due to stress, depression, mental health and and Safety Executive has produced management fatigue last on average 28 working days, equivalent to standards for tackling work-related stress and these more than five working weeks. This is unchanged have been adopted in 17 councils, an increase of 3 in from the average duration reported in 2008-09. 2009-10. More information on what councils are doing to tackle stress-related absenteeism can be 52. A large proportion of councils, 22 of the 26 found at paragraph 58. (increased from 20 in 2008-09) told us that they seek to determine whether each incidence of stress is work-related or not. This recognises that action can be taken by a council to alleviate at least some of the stress considered to be related to the work
28 57. The number of councils periodically informing staff Absenteeism policies in councils of absence levels continues to increase from 14 in 2007-08 to 20 in 2008-09 and 21 in 2009-10. Some 53. All councils have a written absenteeism policy with councils publish absenteeism information in their the exception of Magherafelt District Council. This monthly staff newsletter; others pass information to Council’s record of low absenteeism may suggest line managers to be discussed at team briefing that a written absenteeism policy is not a pre- sessions. It is our view that councils should make all requisite to managing absenteeism effectively. We staff aware of absence statistics on a regular basis to recommend all councils, including Magherafelt emphasise the importance of absenteeism and the District Council, should establish written effect it has on council services. absenteeism policies which are subject to councillor approval and published for the benefit of ratepayers, 58. Stress-related absence remains the single largest electors and council staff. It is our view that the cause of days lost due to absenteeism in Northern effective communication of absenteeism policies Ireland councils, accounting for 22 per cent of days should contain an indication of past performance and lost in 2009-10 (paragraph 46). By the beginning of future targets (paragraphs 67 and 69). this period, 21 councils had implemented a stress policy to manage this cause of absence in the 54. The majority of absenteeism policies state that workplace (an increase of one since 2008-09), and employees will be subject to an attendance review a number of councils have introduced various when their absence exceeds a level set out within initiatives during the year including mental health the policy. For intermittent absence, these trigger awareness sessions. A typical stress management points can vary from 5 to 10 days within a rolling 12 policy will set out the responsibilities of staff, month period. The variance in this threshold does Human Resources, managers and the Occupational not have any discernable effect on the levels of short Health Provider. term absence reported by councils. 59. Some councils have stated in their absenteeism 55. All councils indicate that they perform some internal policy that in cases where an employee is absent monitoring to ensure their absenteeism policies are from work due to stress, they will be referred to the applied consistently. We recommend that councils Occupational Health Provider immediately. We closely monitor adherence to their policies and particularly welcome the action taken by councils to revise them when necessary. address and promote awareness of stress-related issues in the workplace. It is our view that all 56. Councils stated that staff were made aware of their councils should be proactive in their management of absenteeism policy by a variety of methods, for stress-related absenteeism. example: 60. An effective and up to date absence policy, applied • providing new staff members with a copy consistently to all employees, is an important part of during their induction session; the management of absenteeism. At paragraph 53 we have recommended that councils should publish • holding awareness sessions for all staff; and their absenteeism policies. All councils should pay particular attention to ensure that every employee is • including copies on Council intranet or shared fully aware of how the policy applies to them. drives.
29 Absenteeism in Northern Ireland Councils 2009-10
Report
63. Ten of the 19 councils set targets to reduce Absenteeism targets in councils absenteeism to a certain percentage of lost working time, the most common form of target. These 61. There is currently no requirement for Northern ranged from 4.00 per cent to 6.10 per cent. Of Ireland councils to set long term targets for the these ten councils, four (Antrim Borough Council, reduction of absenteeism. Targets for absenteeism in Cookstown District Council, Lisburn City Council 2010 had been set for the 11 Northern Ireland Civil and Newtownabbey Borough Council) achieved their Service departments 18 . This involves an overall targets in 2009-10. reduction in sickness absence, from 15.5 days in 2003-04 to 9.5 days by 2009-10, which is 64. Two of these councils, Cookstown District Council approximately a seven per cent reduction target and Newtownabbey Borough Council, had achieved each year over the six year period. targeted levels of absenteeism reductions in 2008-09; Cookstown District Council also achieved its target 62. In 2009-10, 19 of the 26 councils had established in 2007-08. corporate or departmental level targets for managing absenteeism rates; this is one less than 2008-09. 65. Of the nine councils using a different base for target Ballymoney Borough Council no longer set a target setting, three (Limavady Borough Council, Moyle which is disappointing given that the Council’s District Council and Strabane District Council) absenteeism rate remains significantly above the reported their targets had been achieved. Two of the Northern Ireland council 2009-10 average and is three councils required improvements in 2008-09 more than double the lowest rate found in rates in order to meet these targets. North Down Northern Ireland councils. Only seven councils Borough Council set its target to better the 2009-10 achieved their set targets, despite 15 councils average for Northern Ireland councils. reporting a fall in absenteeism rates in 2009-10 (paragraph 31).
17 Where the 19 councils with absenteeism targets record this
The majority of councils with absenteeism targets document these targets in business and corporate plans.
Corporate Plan
Business Plan
Other
Performance Improvement Plan
Annual Report
Absence Policy
Source: Chief Local Government Auditor
18 Northern Ireland Statistics and Research Agency: Analysis of Sickness Absence in the NI Departments 2008-09
30 66. All councils with an absenteeism target include the 69. At paragraph 20 we recommend that councils with target in at least one council document, as illustrated higher absenteeism rates should benchmark their in Figure 17 . The majority of these councils management practices against councils with lower document their absence targets in business and absenteeism rates. This should include the corporate plans. establishment and monitoring of targets which, over an established timeframe, will assist councils to focus 67. Of the 19 councils with absenteeism reduction on their progress towards absenteeism levels which targets in place for 2009-10, 16 indicated to us match, or improve upon, the lowest rates currently that they notified staff of the target, an increase of found in Northern Ireland councils. three from 2008-09. This comprised six councils which had achieved their targets and ten councils 70. Of the 19 councils with absenteeism reduction which had not. As with past absenteeism targets in place for 2009-10, 17 indicated their target performance we recommend future targets are had been approved by councillors. Given the communicated to staff. importance of absenteeism management, and the potential productivity gains arising from falling 68. Councils use a variety of methods to communicate absenteeism rates, we recommend that the their targets to staff: absenteeism policies established by councils should be approved at the highest level. • Discussion of targets at team briefing sessions; 71. It is disappointing to note that in a period of • Provision of target information to new staff improving absenteeism only 7 of the 19 councils members during their induction training; were able to meet the 2009-10 absenteeism target they had set. Councils should ensure the targets set • Inclusion of information in staff newsletters and for absenteeism are challenging but at the same time magazines; realistic and explore the reasons when a target is not achieved. • References in corporate and business planning documents;
• Dissemination of targets during staff recognition meetings.
31 Absenteeism in Northern Ireland Councils 2009-10
Report
76. The effective management of absenteeism in councils Absenteeism data in councils requires reliable absence data. Councils should ensure the integrity of the data used to calculate and 72. Data collection questionnaires, seeking details of monitor absenteeism rates and to set absenteeism absenteeism during the financial year to 31 March targets. 2010, were issued to all 26 councils on 26 May 2010. We asked for completed questionnaires to be 77. In eight of the ten councils visited, absence policies returned by 30 June 2010. Eighteen councils stated that a return to work interview should be submitted responses on or before this date, an completed each time an employee returns from improvement of three when compared to the any absence due to sickness. On review, five equivalent timetable last year. Returned data councils could not provide evidence for every collection questionnaires were subjected to absence and in the worst case more than one in reasonableness tests to provide assurance on the five records were incomplete. As the return to integrity and consistency of the information work interview has been ranked as the most presented. effective absence management tool in previous reports 19 , councils should ensure that, where 73. For the third year in a row Castlereagh Borough required, line managers carry out these interviews Council was the last council to submit a return. This and formally document them. return was received on 31 August 2010, more than eight weeks after the due date. 78. In general we noted an improvement in the quality of absenteeism data presented by councils. This 74. We commend those councils who provided us with improvement has enabled the earlier publication of good quality absenteeism information by 30 June this report (26 November 2010 as opposed to 11 2010. The apparent inability of some other councils December 2009 for the 2008-09 report). to produce accurate absenteeism statistics within a reasonable period of time remains a matter of concern. This suggests that internally generated absenteeism information is often not available to councils on a timely basis and may not be reliable. Consequently, opportunities to monitor absenteeism and to react promptly may be lost. To assist internal management, we recommend that all councils should ensure absenteeism data is compiled on a timely basis and its accuracy tested.
75. For 2009-10, we visited ten councils and their returns were subjected to more detailed scrutiny. This included the examination of supporting documentation on a sample basis. This examination uncovered cases of missing documentation and inconsistencies in all councils, although these were of a minor nature.
19 Up to and including our Absenteeism in Northern Ireland Councils 2006-07 report [PC2163 01/08] we asked councils annually to rank their most effective absence management tools. We removed this question from subsequent studies due to the unchanging nature of council responses.
32 In Focus Analysis: Newry and Mourne District Council Improved absenteeism since 2002-05 has led to a £1.4 million gain in additional staff productivity
23 Newry and Mourne District Council
18 Northern Ireland council annual average
13
Peak rate in 2002-05 8 2000-03 2001-04 2002-05 2003-06 2004-07 2005-08 2006-09 2007-10
Newry and Mourne District Council absenteeism peaked at 21.43 days in 2002-05. It has steadily reduced to 13.54 days in 2007-10, a decrease of 7.89 days from the peak.
By reducing the absenteeism rate from its peak of 21.43 days, Newry and Mourne District Council has obtained £1.4 million in additional staff productivity over the period 2002-05 to 2007-10.
.
33
Absenteeism in Northern Ireland Councils 2009-10 Conclusions Absenteeism in Northern Ireland Councils 2009-10
Conclusions
Conclusions 82. To assist councils, absenteeism information is included in the Annual Audit Letters issued to each 79. We welcome the marginal fall in the overall council by the Local Government Auditor following Northern Ireland council absenteeism rate to 12.39 his audit of the 2009-10 accounts. Consequently days. The current absenteeism rate for all Northern absenteeism matters will be raised directly with Ireland councils is now lower than any annual rate council Audit Committees. In addition, we are recorded this decade. There were 88 more full time prepared to address this report specifically with equivalent staff employed in Northern Ireland council Audit Committees if requested to do so. councils during 2009-10. Due to the larger number of staff, the absenteeism rate fell even though the 83. Given the substantial impact on increased number of days lost due to absenteeism has risen productivity in Northern Ireland councils which from 121,214 in 2008-09 to 121,898 in 2009-10. We would arise from further reductions in absenteeism, noted a fall of over one per cent in stress-related it is our intention to consider reviewing this matter absence, the largest cause of days lost due to again for the year ending 31 March 2011. absenteeism. The number of incidents of absence has reduced in 2009-10 although the average duration of absence has increased from 9 days in 2008-09 to 10 days in 2009-10.
80. Council staff costs increased by £19 million in 2009- 10. When combined with the significant reduction in the annual absenteeism rate, the result has been a £0.9 million increase in the cost of lost productivity due to absence in Northern Ireland councils from £15.5 million in 2008-09 to £16.4 million in 2009-10 (Figure 7 ).
81. We have noted the variation in absenteeism rates within councils continues. Four councils have rates which are double the lowest rate recorded by the best performing Northern Ireland council. We have noted our concern at the timeliness of absenteeism information prepared by some councils and instances where accuracy could be improved.
36 Absenteeism in Northern Ireland Councils 2009-10 Appendices Absenteeism in Northern Ireland Councils 2009-10
Appendices
Appendix 1: Potential gains in productivity for each Northern Ireland council (2007-10) if the lowest absenteeism rate was equalled (paragraph 8)
Annual gains of £6.2 million in productivity could be made if all councils matched the lowest absenteeism rate reported by Magherafelt District Council (2007-10).
Average Average Average Difference Average Average absenteeism annual staff annual lost from annual annual rate for the costs productivity absenteeism potential potential 2007-10 2007-10 2007-10 rate of 7.91 productivity productivity period (£’000) (£’000) days gains based gains based (days) on an on an absenteeism absenteeism rate of 7.91 rate of 7.91 days * days (% of staff (£’000) costs) Magherafelt District Council 7.91 5,062 180 --- Armagh City and District Council 8.17 9,000 327 0.25 0.1 10 Fermanagh District Council 8.62 7,563 293 0.71 0.3 24 Lisburn City Council 8.67 13,331 519 0.76 0.3 46 Cookstown District Council 8.80 5,799 228 0.89 0.4 23 Omagh District Council 10.99 8,503 415 3.08 1.4 116 Castlereagh Borough Council 11.27 9,784 493 3.36 1.5 147 Strabane District Council 11.42 5,390 274 3.51 1.6 84 Newtownabbey Borough Council 11.56 11,283 597 3.64 1.7 188 Antrim Borough Council 11.67 8,110 409 3.76 1.6 132 Limavady Borough Council 12.09 4,449 237 4.18 1.8 82 Belfast City Council 12.44 73,864 4,079 4.53 2.0 1,485 Dungannon and South Tyrone Borough Council 12.59 7,384 418 4.68 2.1 155 Ballymena Borough Council 12.81 8,803 500 4.90 2.2 191 North Down Borough Council 13.13 10,199 594 5.22 2.3 236 Banbridge District Council 13.22 5,546 327 5.30 2.4 131 Newry and Mourne District Council 13.54 12,195 742 5.62 2.5 308 Ards Borough Council 14.04 10,211 659 6.13 2.8 288 Moyle District Council 14.06 3,432 208 6.14 2.7 91 Down District Council 14.79 8,545 570 6.87 3.1 265 Coleraine Borough Council 14.88 9,047 604 6.97 3.1 283 Larne Borough Council 15.47 5,125 354 7.56 3.4 173 Ballymoney Borough Council 16.28 3,754 273 8.37 3.7 140 Carrickfergus Borough Council 16.90 5,027 381 8.99 4.0 203 Derry City Council 17.15 17,271 1,343 9.24 4.2 724 Craigavon Borough Council 17.99 14,446 1,162 10.07 4.5 651
Total 283,123 16,186 6,176
* The potential productivity gain is derived from the difference in absenteeism rate when compared to a rate of 7.91 days (Figure 1), staff costs and the potential working days available to a full time equivalent employee over the period (224 days per year) Source: Chief Local Government Auditor
38 Appendix 2: Change in annual productivity for each Northern Ireland council resulting from a comparison of 2004-07 and 2007-10 absenteeism rates (paragraph 10)
Changes in annual productivity resulting from a comparison of 2004-07 and 2007-10 absenteeism rates range from a gain in Belfast City Council of £1,135,000 to a loss in Down District Council of £190,000.
Average Average Average Average Movement in Average absenteeism annual staff annual lost annual lost three-year annual rate for the costs productivity productivity rate from increased 2007-10 2007-10 2007-10 2007-10 2004-07 productivity period (£’000) (£’000) using to 2007-10 gain/loss 2004-07 based rate on 2007-10 (£’000) using 2004-07 rate (£’000)
Magherafelt District Council 7.91 5,062 180 169 0.47 -11 Armagh City and District Council 8.17 9,000 327 388 -1.52 61 Fermanagh District Council 8.62 7,563 293 313 -0.58 20 Lisburn City Council 8.67 13,331 519 599 -1.33 80 Cookstown District Council 8.80 5,799 228 368 -5.40 140 Omagh District Council 10.99 8,503 415 534 -3.16 119 Castlereagh Borough Council 11.27 9,784 493 447 1.05 -46 Strabane District Council 11.42 5,390 274 284 -0.41 10 Newtownabbey Borough Council 11.56 11,283 597 653 -1.08 56 Antrim Borough Council 11.67 8,110 409 445 -1.02 36 Limavady Borough Council 12.09 4,449 237 291 -2.77 54 Belfast City Council 12.44 73,864 4,079 5,214 -3.46 1,135 Dungannon and South Tyrone Borough Council 12.59 7,384 418 445 -0.82 27 Ballymena Borough Council 12.81 8,803 500 438 1.59 -62 North Down Borough Council 13.13 10,199 594 572 0.48 -22 Banbridge District Council 13.22 5,546 327 258 2.78 -69 Newry and Mourne District Council 13.54 12,195 742 925 -3.34 183 Ards Borough Council 14.04 10,211 659 614 0.96 -45 Moyle District Council 14.06 3,432 208 229 -1.40 21 Down District Council 14.79 8,545 570 380 -0.44 -190 Coleraine Borough Council 14.88 9,047 604 622 -4.85 18 Larne Borough Council 15.47 5,125 354 465 0.00 111 Ballymoney Borough Council 16.28 3,754 273 278 -0.31 5 Carrickfergus Borough Council 16.90 5,027 381 443 -2.77 62 Derry City Council 17.15 17,271 1,343 1,356 -0.16 13 Craigavon Borough Council 17.99 14,446 1,162 1,074 1.36 -88
Source: Chief Local Government Auditor
39 Absenteeism in Northern Ireland Councils 2009-10
Appendices
Appendix 3: Commentary on Northern Ireland councils’ three-year average annual absenteeism rates (paragraph 15)
Antrim Borough Council Armagh City and District Council The 2007-10 three-year average absenteeism rate of Armagh City and District Council has experienced a 11.67 days for Antrim Borough Council is below the reduction of 1.51 days in its three-year average Northern Ireland council 2009-10 average. The Council’s absenteeism rate over the two periods from 9.68 days in absenteeism rate has improved in 2007-10 with a 2004-07 to 8.17 days in 2007-10. The Council’s reduction of 1.02 days from 12.69 days in 2004-07. absenteeism rate is now significantly below the There was no discernable pattern in the Council’s Northern Ireland council 2009-10 average. Within the absenteeism rate within the 2007-10 period. 2007-10 period the Council recorded a year-on-year reduction in absenteeism. Absenteeism cost the Council an average of £409,000 in lost productivity each year during the 2007-10 period. Absenteeism cost the Council an average of £327,000 in This cost could have been reduced by £132,000 each lost productivity each year during the 2007-10 period. year if the Council had matched the lowest average This cost could have been reduced by £10,000 each year annual absenteeism rate for the period ( Appendix 1 ). if the Council had matched the lowest average annual absenteeism rate for the period ( Appendix 1 ). The fall in absenteeism rates, between the 2004-07 and 2007-10 periods, has meant an average annual The fall in absenteeism rates, between the 2004-07 and productivity gain of £36,000 ( Appendix 2 ). 2007-10 periods, has meant an average annual productivity gain of £61,000 ( Appendix 2 ). There was no 23 per cent of absenteeism in the Council was the discernable pattern in the Council’s absenteeism rate result of stress, depression, mental health and fatigue within the 2007-10 period. (Figure 4 ). The average for Northern Ireland councils was 22 per cent (paragraph 46). 11 per cent of absenteeism in the Council was the result of stress, depression, mental health and fatigue (Figure 4 ). The average for Northern Ireland councils was 22 per cent (paragraph 46).
Ards Borough Council Ballymena Borough Council Ards Borough Council has experienced an increase of Ballymena Borough Council showed a considerable 0.96 days in its three-year average absenteeism rate increase of 1.59 days in its three-year average since 2004-07 when the rate was 13.08 days. The absenteeism rate which has taken the Council’s rate average rate of 14.04 days for 2007-10 is above the from 11.22 days in 2004-07 to 12.81 days in 2007-10. Northern Ireland council 2009-10 average. This Council The 2007-10 absenteeism rate is marginally above the is one of only two councils recording a year-on-year Northern Ireland council 2009-10 average. There was no increase in its absenteeism rate within the 2007-10 discernable pattern in the Council’s absenteeism rate period. within the 2007-10 period.
Absenteeism cost the Council an average of £659,000 in Absenteeism cost the Council an average of £500,000 in lost productivity each year during the 2007-10 period. lost productivity each year during the 2007-10 period. This cost could have been reduced by £288,000 each This cost could have been reduced by £191,000 each year if the Council had matched the lowest average year if the Council had matched the lowest average annual absenteeism rate for the period ( Appendix 1 ). annual absenteeism rate for the period ( Appendix 1 ).
The rise in absenteeism rates, between the 2004-07 and The rise in absenteeism rates, between the 2004-07 and 2007-10 periods, has meant an average annual 2007-10 periods, has meant an average annual productivity loss of £45,000 ( Appendix 2 ). productivity loss of £62,000 ( Appendix 2 ).
17 per cent of absenteeism in the Council was the 24 per cent of absenteeism in the Council was the result of stress, depression, mental health and fatigue result of stress, depression, mental health and fatigue (Figure 4 ). The average for Northern Ireland councils (Figure 4 ). The average for Northern Ireland councils was 22 per cent (paragraph 46). was 22 per cent (paragraph 46).
40 Appendix 3: (continued)
Ballymoney Borough Council Belfast City Council Ballymoney Borough Council has experienced a Belfast City Council experienced a considerable reduction in its three-year average absenteeism rate reduction of 3.46 days in its three-year average from 16.59 days in 2004-07 to 16.28 days in 2007-10. absenteeism rate from 15.90 days in 2004-07 to 12.44 The 2007-10 rate continues to place the Council days in 2007-10. The 2007-10 rate is marginally above significantly above the Northern Ireland council 2009-10 the Northern Ireland council 2009-10 average. There average and is more than double the lowest rate found was no discernable pattern in the Council’s absenteeism in Northern Ireland councils. There was no discernable rate within the 2007-10 period. pattern in the Council’s absenteeism rate within the 2007-10 period. Absenteeism cost the Council an average of £4,079,000 in lost productivity each year during the 2007-10 period. Absenteeism cost the Council an average of £273,000 in This cost could have been reduced by £1,485,000 each lost productivity each year during the 2007-10 period. year if the Council had matched the lowest average This cost could have been reduced by £140,000 each annual absenteeism rate for the period ( Appendix 1 ). year if the Council had matched the lowest average annual absenteeism rate for the period ( Appendix 1 ). The fall in absenteeism rates, between the 2004-07 and 2007-10 periods, has meant an average annual The fall in absenteeism rates, between the 2004-07 and productivity gain of £1,135,000 ( Appendix 2 ). 2007-10 periods, has meant an average annual productivity gain of £5,000 ( Appendix 2 ). 24 per cent of absenteeism in the Council was the result of stress, depression, mental health and fatigue 46 per cent of absenteeism in the Council was the (Figure 4 ). The average for Northern Ireland councils result of stress, depression, mental health and fatigue, the was 22 per cent (paragraph 46). highest figure recorded by a Northern Ireland council (Figure 4 ). The average for Northern Ireland councils was 22 per cent (paragraph 46).
Banbridge District Council Carrickfergus Borough Council Banbridge District Council experienced a considerable Carrickfergus Borough Council has experienced a increase in its three-year average absenteeism rate of considerable reduction in its three-year average 2.79 days from 10.43 days in 2004-07 to 13.22 days in absenteeism rate from 19.67 days in 2004-07 to 16.90 2007-10. This Council has an absenteeism rate which is days in 2007-10. The 2007-10 rate, however, continues now above the Northern Ireland council 2009-10 to place the Council significantly above the Northern average. Within the 2007-10 period the Council Ireland council 2009-10 average and is more than double recorded a year-on-year reduction in absenteeism. the lowest rate found in Northern Ireland councils. Within the 2007-10 period the Council recorded a year- Absenteeism cost the Council an average of £327,000 in on-year reduction in absenteeism. lost productivity each year during the 2007-10 period. This cost could have been reduced by £131,000 each Absenteeism cost the Council an average of £381,000 in year if the Council had matched the lowest average lost productivity each year during the 2007-10 period. annual absenteeism rate for the period ( Appendix 1 ). This cost could have been reduced by £203,000 each There was no discernable pattern in the Council’s year if the Council had matched the lowest average absenteeism rate within the 2007-10 period. annual absenteeism rate for the period ( Appendix 1 ).
The rise in absenteeism rates, between the 2004-07 and The fall in absenteeism rates, between the 2004-07 and 2007-10 periods, has meant an average annual 2007-10 periods, has meant an average annual productivity loss of £69,000 ( Appendix 2 ). productivity gain of £62,000 ( Appendix 2 ).
19 per cent of absenteeism in the Council was the 21 per cent of absenteeism in the Council was the result of stress, depression, mental health and fatigue result of stress, depression, mental health and fatigue (Figure 4 ). The average for Northern Ireland councils (Figure 4 ). The average for Northern Ireland councils was 22 per cent (paragraph 46). was 22 per cent (paragraph 46). 41 Absenteeism in Northern Ireland Councils 2009-10
Appendices
Appendix 3: (continued)
Castlereagh Borough Council Cookstown District Council Castlereagh Borough Council experienced an increase in Cookstown District Council has experienced a its three-year average absenteeism rate from 10.23 days substantial reduction in its three-year average in 2004-07 to 11.27 days in 2007-10. Despite this absenteeism rate of 5.40 days from 14.20 days in 2004- increase of 1.11 days, the Council has an absenteeism 07 to 8.80 days in 2007-10. The Council’s absenteeism rate below the Northern Ireland council 2009-10 rate is significantly below the Northern Ireland council average. There was no discernable pattern in the 2009-10 average. Within the 2007-10 period the Council Council’s absenteeism rate within the 2007-10 period. recorded a year-on-year reduction in absenteeism.
Absenteeism cost the Council an average of £493,000 in Absenteeism cost the Council an average of £228,000 in lost productivity each year during the 2007-10 period. lost productivity each year during the 2007-10 period. This cost could have been reduced by £147,000 each This cost could have been reduced by £23,000 each year year if the Council had matched the lowest average if the Council had matched the lowest average annual annual absenteeism rate for the period ( Appendix 1 ). absenteeism rate for the period ( Appendix 1 ).
The rise in absenteeism rates, between the 2004-07 and The fall in absenteeism rates, between the 2004-07 and 2007-10 periods, has meant an average annual 2007-10 periods, has meant an average annual productivity loss of £46,000 ( Appendix 2 ). productivity gain of £140,000 ( Appendix 2 ).
29 per cent of absenteeism in the Council was the 16 per cent of absenteeism in the Council was the result of stress, depression, mental health and fatigue result of stress, depression, mental health and fatigue (Figure 4 ). The average for Northern Ireland councils (Figure 4 ). The average for Northern Ireland councils was 22 per cent (paragraph 46). was 22 per cent (paragraph 45).
Coleraine Borough Council Craigavon Borough Council Coleraine Borough Council experienced a reduction in Craigavon Borough Council’s three-year average its three-year average absenteeism rate of 0.44 days absenteeism rate of 17.99 days for 2007-10 is the from 15.32 days in 2004-07 to 14.88 days in 2007-10. highest of all 26 councils and is more than double the The Council’s absenteeism rate is well above the lowest rate found in Northern Ireland councils. The Northern Ireland council 2009-10 average. There was no 2007-10 rate has increased by 1.36 days from the discernable pattern in the Council’s absenteeism rate 2004-07 rate of 16.63 days. There was no discernable within the 2007-10 period. pattern in the Council’s absenteeism rate within the 2007-10 period. Absenteeism cost the Council an average of £604,000 in lost productivity each year during the 2007-10 period. Absenteeism cost the Council an average of £1,162,000 This cost could have been reduced by £283,000 each in lost productivity each year during the 2007-10 period. year if the Council had matched the lowest average This cost could have been reduced by £651,000 each annual absenteeism rate for the period ( Appendix 1 ). year if the Council had matched the lowest average annual absenteeism rate for the period ( Appendix 1 ). The fall in absenteeism rates, between the 2004-07 and 2007-10 periods, has meant an average annual The rise in absenteeism rates, between the 2004-07 and productivity gain of £18,000 ( Appendix 2 ). 2007-10 periods, has meant an average annual productivity loss of £88,000 ( Appendix 2 ). 30 per cent of absenteeism in the Council was the result of stress, depression, mental health and fatigue 33 per cent of absenteeism in the Council was the (Figure 4 ). The average for Northern Ireland councils result of stress, depression, mental health and fatigue was 22 per cent (paragraph 46). (Figure 4 ). The average for Northern Ireland councils was 22 per cent (paragraph 46).
42 Appendix 3: (continued)
Derry City Council Dungannon and South Tyrone Borough Council Derry City Council experienced a marginal reduction in Dungannon and South Tyrone Borough Council its three-year average absenteeism rate of 0.17 days experienced a reduction of 0.82 days in its three-year from 17.32 days in 2004-07 to 17.15 days in 2007-10. average absenteeism rate from 13.41 days in 2004-07 to The Council’s absenteeism rate continues to be 12.59 days in 2007-10. This Council is marginally above significantly above the Northern Ireland council 2009-10 the Northern Ireland council 2009-10 average. There average and is more than double the lowest rate found was no discernable pattern in the Council’s absenteeism in Northern Ireland councils. Within the 2007-10 rate within the 2007-10 period. period, however, the Council recorded a year-on-year reduction in absenteeism. Absenteeism cost the Council an average of £418,000 in lost productivity each year during the 2007-10 period. Absenteeism cost the Council an average of £1,343,000 This cost could have been reduced by £155,000 each in lost productivity each year during the 2007-10 period. year if the Council had matched the lowest average This cost could have been reduced by £724,000 each annual absenteeism rate for the period ( Appendix 1 ). year if the Council had matched the lowest average annual absenteeism rate for the period ( Appendix 1 ). The fall in absenteeism rates, between the 2004-07 and 2007-10 periods, has meant an average annual The fall in absenteeism rates, between the 2004-07 and productivity gain of £27,000 ( Appendix 2 ). 2007-10 periods, has meant an average annual productivity gain of £13,000 ( Appendix 2 ). 10 per cent of absenteeism in the Council was the result of stress, depression, mental health and fatigue 24 per cent of absenteeism in the Council was the (Figure 4 ). The average for Northern Ireland councils result of stress, depression, mental health and fatigue was 22 per cent (paragraph 46). (Figure 4 ). The average for Northern Ireland councils was 22 per cent (paragraph 46).
Down District Council Fermanagh District Council Down District Council has experienced a substantial Fermanagh District Council has experienced a reduction increase in its absenteeism rate of 4.93 days, moving of 0.59 days in its three-year average absenteeism rate, from 9.86 days in 2004-07 to 14.79 days in 2007-10. This from 9.21 days in 2004-07 to 8.62 in 2007-10. This rate is well above the Northern Ireland council 2009-10 is significantly below the Northern Ireland council 2009- average. This Council is one of only two councils 10 average. Within the 2007-10 period the Council recording a year-on-year increase in its absenteeism rate recorded a year-on-year reduction in absenteeism. within the 2007-10 period. Absenteeism cost the Council an average of £293,000 in Absenteeism cost the Council an average of £570,000 in lost productivity each year during the 2007-10 period. lost productivity each year during the 2007-10 period. This cost could have been reduced by £24,000 each year This cost could have been reduced by £265,000 each if the Council had matched the lowest average annual year if the Council had matched the lowest average absenteeism rate for the period ( Appendix 1 ). annual absenteeism rate for the period ( Appendix 1 ). The fall in absenteeism rates, between the 2004-07 and The rise in absenteeism rates, between the 2004-07 and 2007-10 periods, has meant an average annual 2007-10 periods, has meant an average annual productivity gain of £20,000 ( Appendix 2 ). productivity loss of £190,000 ( Appendix 2 ). 10 per cent of absenteeism in the Council was the 30 per cent of absenteeism in the Council was the result of stress, depression, mental health and fatigue result of stress, depression, mental health and fatigue (Figure 4 ). The average for Northern Ireland councils (Figure 4 ). The average for Northern Ireland councils was 22 per cent (paragraph 46). was 22 per cent (paragraph 46).
43 Absenteeism in Northern Ireland Councils 2009-10
Appendices
Appendix 3: (continued)
Larne Borough Council Lisburn City Council Larne Borough Council experienced a substantial Lisburn City Council has experienced a reduction of reduction in its three-year average absenteeism rate of 1.34 days from the 2004-07 average absenteeism rate of 4.85 days from 20.32 days in 2004-07 to 15.47 days in 10.01 days to 8.67 days in 2007-10. This rate is 2007-10. The rate is well above above the average rate significantly below the Northern Ireland council 2009-10 for 2009-10. There was no discernable pattern in the average. There was no discernable pattern in the Council’s absenteeism rate within the 2007-10 period. Council’s absenteeism rate within the 2007-10 period.
Absenteeism cost the Council an average of £354,000 in Absenteeism cost the Council an average of £519,000 in lost productivity each year during the 2007-10 period. lost productivity each year during the 2007-10 period. This cost could have been reduced by £173,000 each This cost could have been reduced by £46,000 each year year if the Council had matched the lowest average if the Council had matched the lowest average annual annual absenteeism rate for the period ( Appendix 1 ). absenteeism rate for the period ( Appendix 1 ).
The fall in absenteeism rates, between the 2004-07 and The fall in absenteeism rates, between the 2004-07 and 2007-10 periods, has meant an average annual 2007-10 periods, has meant an average annual productivity gain of £111,000 ( Appendix 2 ). productivity gain of £80,000 ( Appendix 2 ).
29 per cent of absenteeism in the Council was the 18 per cent of absenteeism in the Council was the result of stress, depression, mental health and fatigue result of stress, depression, mental health and fatigue (Figure 4 ). The average for Northern Ireland councils (Figure 4 ). The average for Northern Ireland councils was 22 per cent (paragraph 46). was 22 per cent (paragraph 46).
Limavady Borough Council Magherafelt District Council Limavady Borough Council experienced a considerable Magherafelt District Council has achieved the lowest reduction in its three-year average absenteeism rate of absenteeism rate of all 26 Northern Ireland Councils for 2.77 days from 14.86 days in 2004-07 to 12.09 days in the 2007-10 period. The Council experienced an 2007-10. This Council is now marginally below the increase of 0.47 days in its absenteeism rate from 7.44 2009-10 average for Northern Ireland councils. Within days in 2004-07 to 7.91 days in 2007-10. There was no the 2007-10 period the Council recorded a year-on-year discernable pattern in the Council’s absenteeism rate reduction in absenteeism. within the 2007-10 period.
Absenteeism cost the Council an average of £237,000 in Absenteeism cost the Council an average of £180,000 in lost productivity each year during the 2007-10 period. lost productivity each year during the 2007-10 period This cost could have been reduced by £82,000 each year (Appendix 1 ). if the Council had matched the lowest average annual absenteeism rate for the period ( Appendix 1 ). The rise in absenteeism rates, between the 2004-07 and 2007-10 periods, has meant an average annual The fall in absenteeism rates, between the 2004-07 and productivity loss of £11,000 ( Appendix 2 ). 2007-10 periods, has meant an average annual productivity gain of £54,000 ( Appendix 2 ). Eight per cent of absenteeism in the Council was the result of stress, depression, mental health and fatigue 25 per cent of absenteeism in the Council was the (Figure 4 ). The average for Northern Ireland councils result of stress, depression, mental health and fatigue was 22 per cent (paragraph 46). (Figure 4 ). The average for Northern Ireland councils was 22 per cent (paragraph 46).
44 Appendix 3: (continued)
Moyle District Council Newtownabbey Borough Council Moyle District Council’s three-year average absenteeism Newtownabbey Borough Council experienced a rate has reduced by 1.40 days from 15.46 days in 2004- reduction of 1.08 days in its three-year average 07 to 14.06 days in 2007-10. The Council’s 2007-10 absenteeism rate from 12.64 days in 2004-07 to 11.56 absenteeism rate is above the Northern Ireland council days in 2007-10, a rate which is below the Northern 2009-10 average. Within the 2007-10 period the Council Ireland council 2009-10 average. Within the 2007-10 recorded a year-on-year reduction in absenteeism. period the Council recorded a year-on-year reduction in absenteeism. Absenteeism cost the Council an average of £208,000 in lost productivity each year during the 2007-10 period. Absenteeism cost the Council an average of £597,000 in This cost could have been reduced by £91,000 each year lost productivity each year during the 2007-10 period. if the Council had matched the lowest average annual This cost could have been reduced by £188,000 each absenteeism rate for the period ( Appendix 1 ). year if the Council had matched the lowest average annual absenteeism rate for the period ( Appendix 1 ). The fall in absenteeism rates, between the 2004-07 and 2007-10 periods, has meant an average annual The fall in absenteeism rates, between the 2004-07 and productivity gain of £21,000 ( Appendix 2 ). 2007-10 periods, has meant an average annual productivity gain of £56,000 ( Appendix 2 ). 25 per cent of absenteeism in the Council was the result of stress, depression, mental health and fatigue 13 per cent of absenteeism in the Council was the (Figure 4 ). The average for Northern Ireland councils result of stress, depression, mental health and fatigue was 22 per cent (paragraph 46). (Figure 4 ). The average for Northern Ireland councils was 22 per cent (paragraph 46).
Newry and Mourne District Council North Down Borough Council Newry and Mourne District Council’s absenteeism rate North Down Borough Council has experienced an has experienced a considerable reduction of 3.33 days increase of 0.48 days from the 2004-07 average annual from the 2004-07 rate of 16.87 days to the 2007-10 rate absenteeism rate of 12.65 days to 13.13 days in 2007-10. of 13.54 days. The 2007-10 absenteeism rate is above This rate is above the Northern Ireland council 2009-10 the Northern Ireland council 2009-10 average. Within average. There was no discernable pattern in the the 2007-10 period the Council recorded a year-on-year Council’s absenteeism rate within the 2007-10 period. reduction in absenteeism. Absenteeism cost the Council an average of £594,000 in Absenteeism cost the Council an average of £742,000 in lost productivity each year during the 2007-10 period. lost productivity each year during the 2007-10 period. This cost could have been reduced by £236,000 each This cost could have been reduced by £308,000 each year if the Council had matched the lowest average year if the Council had matched the lowest average annual absenteeism rate for the period ( Appendix 1 ). annual absenteeism rate for the period ( Appendix 1 ). The rise in absenteeism rates, between the 2004-07 and The fall in absenteeism rates, between the 2004-07 and 2007-10 periods, has meant an average annual 2007-10 periods, has meant an average annual productivity loss of £22,000 ( Appendix 2 ). productivity gain of £183,000 ( Appendix 2 ). 14 per cent of absenteeism in the Council was the 19 per cent of absenteeism in the Council was the result of stress, depression, mental health and fatigue result of stress, depression, mental health and fatigue (Figure 4 ). The average for Northern Ireland councils (Figure 4 ). The average for Northern Ireland councils was 22 per cent (paragraph 46). was 22 per cent (paragraph 46).
45 Absenteeism in Northern Ireland Councils 2009-10
Appendices
Appendix 3: (continued)
Omagh District Council Strabane District Council Omagh District Council has experienced a considerable Strabane District Council experienced a reduction in its reduction of 3.16 days in its three-year average absenteeism rate of 0.41 days from 11.83 days in 2004- absenteeism rate from 14.15 days in 2004-07 to 10.99 07 to 11.42 days in 2007-10. This rate is below the days in 2007-10. The Council’s absenteeism rate is Northern Ireland council 2009-10 average. Within the below the Northern Ireland council 2009-10 average. 2007-10 period the Council recorded a year-on-year There was no discernable pattern in the Council’s reduction in absenteeism. absenteeism rate within the 2007-10 period. Absenteeism cost the Council an average of £274,000 in Absenteeism cost the Council an average of £415,000 in lost productivity each year during the 2007-10 period. lost productivity each year during the 2007-10 period. This cost could have been reduced by £84,000 each This cost could have been reduced by £116,000 each year if the Council had matched the lowest average year if the Council had matched the lowest average annual absenteeism rate for the period ( Appendix 1 ). annual absenteeism rate for the period ( Appendix 1 ). The fall in absenteeism rates, between the 2004-07 and The fall in absenteeism rates, between the 2004-07 and 2007-10 periods, has meant an average annual 2007-10 periods, has meant an average annual productivity gain of £10,000 ( Appendix 2 ). productivity gain of £119,000 ( Appendix 2 ). 24 per cent of absenteeism in the Council was the 17 per cent of absenteeism in the Council was the result of stress, depression, mental health and fatigue result of stress, depression, mental health and fatigue (Figure 4 ). The average for Northern Ireland councils (Figure 4 ). The average for Northern Ireland councils was 22 per cent (paragraph 46). was 22 per cent (paragraph 46).
46 Northern Ireland Audit Office Reports published in 2010
Title Date Published
Campsie Office Accommodation/Synergy e-Business Incubator (SeBI) 24 March 2010
The Management of Substitution Cover for Teachers: Follow-up Report 26 May 2010
Managing the Performance of NI Water 16 June 2010
Schools’ Views of their Education and Library Board 2009 28 June 2010
General Report on the Health and Social Care Sector by the 30 June 2010 Comptroller and Auditor General for Northern Ireland - 2009
Financial Auditing and Reporting: General Report by the Comptroller 7 July 2010 and Auditor General for Northern Ireland – 2009
School Design and Delivery 25 August 2010
Review of the Health and Safety Executive for 8 September 2010 Northern Ireland (HSENI)
Creating Effective Partnerships between Government and the 15 September 2010 Voluntary and Community Sector
CORE: A case study in the management and control of a local 27 October 2010 economic development initiative
47 Absenteeism in Northern Ireland Councils 2009-10
Notes
48
Absenteeism in Northern Ireland Councils 2009-10
Notes
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